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Executive Management Support (m/f/x)

  • Médecins Sans Frontières
Brussels, Belgium
Full-time
Published:
Application Deadline: May 21, 2024
  • Médecins Sans Frontières
Brussels, Belgium
Full-time
Published:
Application Deadline: May 21, 2024

CONTEXT:

MSF’s raison d’être and core activity consists of humanitarian and medical work, particularly in conflict and crisis situations. As described in the MSF Charter, the organization offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict - without discrimination and irrespective of race, religion, creed or political affiliation.

The MSF Operational Center of Brussels (OCB) employs over 10,350 staff, with over 90% working in countries of operations across 37 countries.

The OCB General Direction office (GD) is constituted of the General Director, 2 Deputy General Directors (DGD) and an Executive Management Support with a role overseeing and leading the overall strategy, functioning of the OC, it’s medical-humanitarian operations, their resourcing and MSF positioning.

As the Executive Management Support, you are responsible for providing comprehensive and proactive support to the MSF-OCB General Direction and when relevant to the OCB Directors’ Committee (CoDir) as well as improving its information knowledge management and internal communication.

You are also responsible for the information flows between all other executive platforms, such as the General Directors of the OCB Group (DG 12), from MSF Brazil, MSF Denmark, MSF Hong-Kong, MSF Italy, MSF Luxembourg, MSF Norway, MSF South Africa, MSF Sweden, MSF Lebanon, MSF Taiwan, and MSF Finland.

MAIN RESPONSIBILITIES:

Strategic support, internal communication and Information and Knowledge Management for the OCB management team and different OCB executive platforms

To support the GDs office in steering the CoDir towards achieving its collective objectives:

  • Oversee both internal and external communication regarding meeting schedules, agendas, and post-meeting action items to ensure coordination and alignment;

  • Ensure effective synthesis of key meeting outcomes to drive actionable insights, enabling dissemination across all relevant platforms and channels, tracking and supporting follow-up;

  • Assist the GD and DGDs with preparation and communication of agendas for all platforms meetings and ensures coordination and forward planning between the executive and the associative;

  • Coordinate the preparation of supporting documents relating to the meetings and collect from the management team’s relevant information to prepare the executive updates;

  • Assume responsibility to track and follow-up action items, deliverables and other commitments identified to ensure assigned tasks are completed according to meetings agreements. Keep pro-active oversight of the progress on the identified files and bring back timely to the relevant platforms or stakeholders;

  • Ensure and improve information and knowledge management for the GDs team and CoDir. Act as the referent for key documents, decisions and updates related to the executive management within OCB;

  • Support the GD and DGDs during presentations, meetings, conferences, and events;

  • Ensure that feedback is given to the management teams and/or all staff on outcomes of the discussions that are relevant for them or their projects;

  • Respond to requests for information coming from inside and outside MSF on organizational and structural questions;

  • Propose content and collaborate with the internal communications manager on communications to be sent to the wider MSF audience;

  • Follow up with the GDs team on financial matters;

  • Support with agenda setting and follow up between the associative secretariat and the CoDir for Board meetings;

  • Support the GDs to anticipate upcoming content of the executive committee (EXCOM).


Supervise the General Direction Department (GDD) Assistant and Oversee Department Assistants Platform

  • Act as team leader of the Department Assistants Platform, following up on decisions taken and their implementation, and scaling up issues to the DGD if required;

  • Supervise the GDD Assistant, provide the required administrative and logistical support to members of the General Direction Department and be available to provide any other support to the GDD Assistant as per requested by the GD and DGDs.


REQUIREMENTS:

Education and Experience

  • Graduate with relevant degree;

  • Minimum 3 years’ of previous work experience in a complex large organization;

  • Experience in information and knowledge management and/or internal communication and/or strategic support is an asset;

  • Experience with MSF or other IO/INGO is an asset.


Competencies

  • Ability to synthesize complex sensitive written and oral information, to analyse and report it;

  • Outstanding organizational skills;

  • Strong team player with interpersonal skills able to interact at all levels of MSF;

  • Ability to respect confidentiality with a high level of discretion;

  • Ability to work within short deadlines and maintain priorities;

  • Ability to cope under pressure, highly flexible (including working beyond standard working hours at times);

  • Ability to work autonomously demonstrating independence, initiative, and proactive decision-making skills;

  • Forward thinking and solution oriented;

  • Assertive;

  • Motivation to work in the humanitarian sector and more particularly with MSF.


Languages

  • Oral and written fluency in both English and French, with editing skills in both languages.


CONDITIONS:

  • Expected starting date: As soon as possible;

  • Location: Brussels (Belgium);

  • Contract type: Open-ended – Full-time;

  • Salary according to MSF-OCB HQ grid;

  • Meal Vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs;

  • Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment;

  • Adhere to the MSF Behavioral Commitments.


Deadline for applications: 21st of May 2024


HOW TO APPLY:


Online applications by 20th of May 2024 the latest via the following link. When clicking on this link, you will be directed to our online application tool.

Only applications in French and English will be considered.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. For more information, consult our privacy notice to job applicants.

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